The Upload Tool: Importing Contact Data – thedatabank Support Center

Overview: The Upload tool lets you import personal contact information (names, emails, addresses, and personal custom fields) from comma-separated (CSV) or tab-separated (TXT) spreadsheets directly into your databank. This is the quickest way to get your collected data into the system without having to enter it manually.

Important Prerequisites

Permissions: You must have "Import Contacts: Upload" permissions on your user account. If you do not see this option, contact your account administrator or the databank's support (from your databank menu click Help > Support Request).
Organization Assignments: If you need these records to belong to a specific Organization, you must be logged in within the individual org. This ensures your data remains solely within the logged in org.

Scope: What You Can (and Cannot) Import

This tool is designed for personal contact details only.

You CAN upload: Personal contact information such as names, mailing addresses, email addresses, and personal custom fields.
You CANNOT upload: Transactional or relational data, including contributions, pledges, volunteers, grant management, or custom table data.

How to Import Your Data

Step 1: Create a New Data Set

Navigate to Contacts > Upload.
Click the plus (+) icon to begin a new upload.

Click on the following images to zoom-in.

Database name: Enter a name for this temporary file. (The name is for your reference only).
Source Code: Enter a meaningful source code (e.g., "Legacy Data Upload" or "Oct 14 Event"). This helps you easily search for this group of contacts later.
Organization: Select your organization (required only if you are part of a coalition).
Upload: Browse for your data file (all files must be in a .txt, .csv or .tab format.) and click Upload file button.

Step 2: Map Your Data Fields

Once the file is uploaded, you must map your spreadsheet columns to the fields in theDataBank.

If your file has column headers (e.g., "First Name"), check the Contains Field Names box.

Use the dropdown menus to match each of your data columns to the corresponding field in theDataBank.
- Note: If your data fields do not match any available system fields, please submit a Support Request via the Help dropdown for assistance.
Click Save & Finalize

Step 3: Verification & Targeted Engagement (Optional)

This step allows you to verify your data or even reach out to your new list before merging them into your permanent database.

Switch to Aux DB: Use the Login Switcher to move to the Auxiliary Database.
Verify or Engage:
- Verification: Review the uploaded records to ensure accuracy.
- Targeted Engagement (Optional): If you are not ready to add these contacts to your permanent database, you can send them a PowerMail directly from the Auxiliary Database. This is a great way to "warm up" a new list, verify email addresses, and gauge interest. Auxiliary databases expire 2-days from the set up day.
Review Engagement: After sending your communication, monitor the report in the Auxiliary Database to see who opened the email or clicked a link (the "engaged" contacts).
Export Engaged Contacts: Export the list of contacts who engaged with your mailing.
Finalize: Switch back to your original, permanent database and run a standard import using that exported list of "engaged" contacts.

Pro-Tip: The "Engagement Filter" Strategy

This is a powerful way to ensure your permanent databank only contains records that are interested in your organization. If you have a large list of contacts but aren't sure how current or responsive they are, follow this "Engagement Filter" workflow:

Why use it? It prevents you from flooding your permanent databank with inactive or uninterested contacts.
The Strategy: By keeping these records in the Auxiliary Database and sending a PowerMail first, you identify the "active" segment of your list.
The Result: You only permanently import those who actually open your email or click a link. This keeps your permanent databank healthy, improves your email deliverability rates, and ensures you aren't paying to store or manage records that aren't engaging with your mission.

Step 4: Import and Merge

Now that your data is mapped, you are ready to move it into your permanent databank.

Go to Contacts > Upload > click on edit icon of database you're working on and click on the Import tab.
Click Merge Existing Records.
- Why Merge? When the system finds a "match" (e.g., an existing email address, with first name, last initial and 5 digit zip code), it merges the new information over the existing record rather than creating a duplicate. This keeps your databank clean.

Tips for Success

Duplicate Detection: The tool automatically checks for duplicates based on email and other identifiers. Always use the "Merge" option to keep your contact list accurate.
Test First: If you are nervous about a large import, try uploading a small batch of 5–10 contacts first to ensure your mapping works exactly as you expect.
Need Help? If you receive an error message or need help formatting your source file, please contact databank support team by navigating to the Help dropdown menu and select the Support Request option.

Need a hand with your import? If you have a complex file, are uploading contact record details that not just personal information such as contributions, meeting attendees, new volunteer record details or would prefer our team to handle the process, you can skip the manual mapping and use our Full-Service Upload tool located from the Administration dropdown > Full Service Upload within your databank. Please remember to submit all data files securely through this tool.

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